Virtual Assistant Proposal Template

A proposal for ongoing virtual assistant work, ready to copy. After the template: how to scope a VA package that doesn't turn into "can you just", and the access rules that make clients comfortable handing over their inbox.

Updated September 30, 2026

The template

Virtual assistant proposal template

VIRTUAL ASSISTANT PROPOSAL
Prepared for: [Client name], [Business]
Prepared by: [Your name]
Date: [Date]   Valid until: [Date + 30 days]

1. WHAT YOU NEED HELP WITH
[E.g. "Your inbox and calendar are taking two or three hours a day, and new client onboarding (contracts, welcome emails, scheduling the first session) often waits until the weekend."]

2. TASKS I'LL TAKE ON
Inbox
- Sort and label incoming email daily, flag what needs you
- Reply to routine questions using templates we agree on
Calendar
- Schedule and reschedule calls through [booking tool]
- Send reminders and prepare a daily agenda
Client onboarding
- Send the welcome email, contract and intake form to each new client
- Set up their folder and first session
[Other: bookkeeping entry, social scheduling, research, travel booking]

3. HOURS AND AVAILABILITY
- [15] hours per month [or: per week], used flexibly across the tasks above
- Working hours: [days and times, with time zone]
- Response time: within [4] working hours for messages sent during my working hours
- Hours used are tracked and shared [weekly]

4. HOW WE'LL WORK
- Week 1: Access set up, task list agreed, templates drafted for your approval
- Week 2 onward: Regular tasks running; a [15]-minute check-in every [week]
- A shared task list in [tool] so you can see what's done and what's next

5. ACCESS AND CONFIDENTIALITY
- I'll use my own login for each tool, never your password, and access is removed when we stop working together
- Everything I see stays confidential, during and after our work together
- I won't make payments or sign anything on your behalf without written approval each time

6. INVESTMENT
[Package]: [price] per month for [hours] hours
Extra hours: [rate] per hour, only with your approval
Invoiced at the start of each month. Unused hours [do / do not] roll over [up to X hours].
Notice period: [30] days to end or change the package.

7. NEXT STEPS
Accept this proposal and I'll send the first invoice and an access checklist.

List tasks, then cap the hours

A VA package works best as a list of the recurring tasks you'll own, plus a monthly cap on hours. The list tells the client what they're handing over; the cap stops "can you just" requests from quietly doubling your month. Extra hours need their approval, so there are no surprise invoices.

Availability is a deliverable

For VA work, when you're available matters as much as what you do. State your working hours with the time zone, and your response time. It sets expectations before the first 10pm message arrives.

Access rules build trust

Use your own login for each tool, with the permissions you need.
Use a password manager's sharing feature where a shared account can't be avoided.
Never make payments or sign on the client's behalf without explicit approval each time.
Remove your access when the work ends, and say that you will.

Start with a first-week plan

Clients hiring their first assistant often don't know how to hand work over. A simple first-week plan (access, task list, templates to approve) makes the start feel manageable and shows you've done this before.

Example numbers only: 20 hours a month for $600, extra hours at $35. Set your own based on your skills, the tasks involved and your costs.